Project Information

Bid Title

RFP Master Plan

Issuing Agency

Town of Hartford

Location

Vermont

Published Date

Oct 28, 2025

Closing Date

Dec 3, 2025

Government Level

State & Local

Status

Closed

Original Source

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Bid Documents

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Project Description

Bid Title:	RFP Master Plan
Category:	Parks & Recreation
Status:	Open

Description: The Town of Hartford, Vermont, Parks & Recreation Department, the only Nationally Accredited Agency in the State of Vermont, invites qualified consulting firms to submit proposals to develop a Comprehensive Parks and Recreation Master Plan. The purpose of this plan is to provide a clear, community-driven roadmap for the future of parks, recreation, open space, and facility development in the Hartford community. The plan will evaluate existing resources, community needs, and opportunities for future growth, with particular attention to indoor recreation space and interagency collaboration to utilize existing community spaces and/or develop new.  ( LINK to RFP ) 10/28/25   Request for Proposals 11/12/25  Questions to Request for Proposals deadline 11/19/25  Town reply to questions (Addendum to be issued to Contractor) 12/3/25     Sealed Bid Due date 12:00 noon 12/12/25   Contractor Selected and Bid Award Publication Date/Time: 10/28/2025 12:00 AM Closing Date/Time: Open Until Contracted Related Documents: RFP Master Plan Hartford Parks and Recreation

Attachment Preview

Request for Proposal

Comprehensive Parks and Recreation Master Plan

Hartford, Vermont

Contact:

Scott Hausler, CPRP-Director of Parks & Recreation

Town of Hartford

171 Bridge Street

White River Junction, Vermont 05001

Phone: 802 295 9908

Email: shausler@hartford-vt.org

RFP Issuance: October 24th, 2025

RFP Response Deadline: December 3rd, 2025 at 12:00noon

1. INTRODUCTION

The Town of Hartford, Vermont, Parks & Recreation Department, the only Nationally

Accredited Agency in the State of Vermont, invites qualified consulting firms to submit

proposals to develop a Comprehensive Parks and Recreation Master Plan. The purpose of

this plan is to provide a clear, community-driven roadmap for the future of parks,

recreation, open space, and facility development in the Hartford community. The plan

will evaluate existing resources, community needs, and opportunities for future growth,

with particular attention to indoor recreation space and interagency collaboration to

utilize existing community spaces and/or develop new.

2. BACKGROUND AND COMMUNITY OVERVIEW

The Town of Hartford is a vibrant and diverse community in the Upper Valley region,

home to five villages: Hartford, Quechee, West Hartford, White River Junction, and

Wilder. The community values its outdoor spaces, recreational opportunities, and

commitment to health, inclusion, and sustainability. The Parks & Recreation Department

manages a wide range of public assets and programs and plays an essential role in

supporting the overall community. Hartford is a great place to live, work and play.

Parks and Facilities

Hartford Parks & Recreation manages and maintains a broad and diverse system of parks,

facilities, and open spaces that include a total of 19 locations.

Programs and Community Engagement

Hartford Parks & Recreation offers a comprehensive range of recreation programs,

events, and special initiatives serving all ages and abilities, including but not limited to:

Community Events - 4th of July Celebration, Halloween Trunk or Treat, Valentine’s Day

Dance, Egg Scramble, Polar Express/North Pole Event, Summer Concert &

Entertainment Series, Glow Skates, Teen Pool Parties, New Year’s Eve Skate, Youth Ice

Fishing Derby, HCC Block Party, and more.

Recreation Programs - Youth Athletics (Baseball/Softball, Soccer, Field Hockey,

Basketball, Flag Football, Track & Field), Youth Enrichment (Lego Club, Board Game

Club, No School Fun Days, Summer Camps, Teen Adventures), Adult Programs

(Pickleball, Tennis, Drop-In Gym Sports, Kayaking, Fitness Classes), Swim Lessons and

Aquatics Programs.

RFP Comprehensive Masterplan Parks & Recreation

3. PURPOSE AND SCOPE

The Town seeks a professional consultant to guide the development of a Comprehensive

Parks and Recreation Master Plan that will:

• Assess Current Conditions: Inventory and evaluate all parks, facilities, trails,

playgrounds and open spaces. Assess the condition, accessibility, and functionality of

assets.

• Community Needs Assessment: Conduct surveys, public meetings, focus groups, and

stakeholder interviews. Identify gaps in service, emerging recreation trends, and

barriers to participation.

• Indoor Recreation Facility Analysis: Evaluate the current lack of indoor recreation

space and assess opportunities for partnerships, shared-use facilities, or a new

community recreation center.

• Partnership and Collaboration Opportunities: Explore collaboration with schools,

local organizations, regional partners, and private entities. Recommend sustainable

funding and operational models.

• Strategic Alignment and Future Vision: Align plan recommendations with the Town’s

Strategic Plan, Capital Improvement Program (CIP), and budget goals. Integrate

national best practices and community feedback into actionable strategies.

• Implementation and Funding Strategy: Identify priority projects, phasing, and

estimated costs. Develop performance measures and implementation timelines.

4. EXISTING PLANNING

The Master Plan will build on the Department’s ongoing strategic initiatives, including:

- Continued planning for Lyman Point Park improvements.

- Long-term exploration of an Indoor Community Recreation Center.

- Annual reviews and updates to the Strategic Plan and CIP.

- Commitment to evaluation through surveys, needs assessments, and performance.

5. BUDGET CONTEXT

In FY27, the Parks & Recreation operating budget represents 6.6% of the Town’s total

expenses for public services. Strategic financial planning is vital to ensure sustainable

operations, maintenance, and future investment. The Master Plan should include realistic

fiscal recommendations that align with community expectations and available resources.

6. SCHEDULE OF BIDDING

10/28/25 Request for Proposals

11/12/25 Questions to Request for Proposals deadline

11/19/25 Town reply to questions (Addendum to be issued to Contractor)

12/3/25 Sealed Bid Due date 12:00 noon

12/12/25 Contractor Selected and Bid Award

RFP Comprehensive Masterplan Parks & Recreation

7. GENERAL INFORMATION

__________________________________________________

Proposals shall be submitted in a sealed envelope with the contractor’s name, address and phone

number. Proposals received after the stated deadline shall not be accepted. Proposal packages

are to be delivered to:

Town of Hartford

Attn: Town Manager

Town of Hartford

171 Bridge Street

White River Junction, VT 05001

Clearly mark sealed envelopes “Parks and Recreation Master Plan”

___________________________

(Signature of Bidder & Date)

___________________________

(Title of Bidder)

___________________________

(Contractor)

___________________________

(Street/P.O. Box)

___________________________

(Town, State, Zip)

___________________________

(Phone # / fax#)

Competent Contract Supervisor: _____________________________ years exp.________

AVAILABLE START DATE_________________________________________________

NOTE:

All proposals must be received no later than December 3rd, 2025 at 12:00 noon. Proposals

and/or modifications received after this time will not be accepted or reviewed. Facsimile-

machine produced proposals will NOT be accepted.

Questions about the project should be directed to Scott Hausler at:

Telephone: 802-295-5036

E-mail: shausler@hartford-vt.org

All proposals become the property of the Town of Hartford upon submission. The expense of preparing

and submitting a proposal is solely the responsibility of the Contractor. The Town reserves the right to

reject any or all proposals received, to negotiate with any qualified source, or to cancel in part or in its

entirety this RFP as in the best interest of Town of Hartford. This solicitation in no way obligates the

Town to award a contract.

By submission of the Proposal, Contractor certifies that bid has been arrived at independently, without

consultation, commitment or agreement as to any matter relating to Proposal with any other Contractor or

with any competition.

RFP Comprehensive Masterplan Parks & Recreation

The Scope of Work by the Contractor for each item shall include furnishing all supervision, technical

personnel, layout, labor, materials, tools, appurtenances, equipment, traffic control, erosion control,

staging, disposal sites and services, mobilization/demobilization, sweeping, insurances, and services

required to perform the work as described in this Request for Proposals.

8. INSURANCE REQUIREMENTS

WORKERS COMPENSATION:

The CONTRACTOR is required to carry full and complete Workers’ Compensation insurance for all

employees engaged in work on this project. The same requirements for Workers’ Compensation

insurance shall apply to any subcontractor engaged on this project. The Chosen Contractor shall, prior to

a Purchase Order being issued, produce a certificate of insurance demonstrating same to the Town. The

Chosen Contractor shall keep said insurance, and the Town’s additional insured status, in full force

throughout the course of the project. This Certificate of Insurance does not have to be provided at the

time bids are submitted.

The Contractor must show evidence of Workers Compensation and Employers Liability Insurance

Coverage.

GENERAL LIABILITY:

The Chosen Contractor shall supply the Town with a Certificate of Insurance showing liability coverage

no less than $1,000,000. The Chosen Contractor shall cause the Town to be made an additional insured

on the Chosen Contractor’s liability insurance, on a primary and non-contributing basis. The Chosen

Contractor shall, prior to a Purchase Order being issued, produce a certificate of insurance demonstrating

same to the Town. The Chosen Contractor shall keep said insurance, and the Town’s additional insured

status, in full force throughout the course of the project. This Certificate of Insurance does not have to be

provided at the time bids are submitted.

The Contractor must list the Named Member as Additional Insured’s on their Commercial General

Liability Policy

9. CONTRACTOR SELECTION

The Town reserves the right:

1. to accept or reject any or all Proposals in whole or in part and to accept other than the lowest price

proposal;

2. to amend, modify, or withdraw this Request for Proposals;

3. to require supplemental statements or information from Contractor;

4. to extend the deadline for responses to this Request for Proposals;

5. to waive or correct any irregularities in Proposals received;

6. to negotiate separately with one or more competing Contractors, and

7. to award the proposal deemed in the best interest of the Town.

All bids upon submission become the property of the Town.

10. RFP Evaluation for Selection

Item#

1

Review Matrix

Demonstrated understanding of municipal parks and recreation planning 25%

2 Experience and qualifications of project team 10%

3 Community engagement experience 25%

4 Overall cost 40%

RFP Comprehensive Masterplan Parks & Recreation

Commodity Codes

• NAICS 541310Architectural Services

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